Equipment rental is often a necessary part of hosting an event, and while rentals can be expensive, there are steps that event hosts can take to reduce those costs.
Minimize Rental Costs for Your Event
An event rental company can provide everything you need to pull off a crowd-pleasing event that achieves your goals. The cost for everything you need can add up to the point that they stretch or even exceed your budget. Before you go over budget or sacrifice in other areas, consider four ways that you can limit your costs.
Plan Your Event Well in Advance
Perhaps the biggest mistake new hosts make is waiting until the last moment to finalize the details for their events. Waiting may seem appropriate because your estimates may be more accurate, but it also ensures paying the highest rates on rentals. You can book rentals 12 months or even further out, and this is when a company will offer you its sharpest discounts in order to secure your business.
Book Rentals for Multiple Events at the Same Time
If you plan to host multiple events, even if those events take place on different dates and at different sites, you can use that buying power to your advantage. The company may charge a fee for each different site and date, but those additional fees will be more than offset by the discount you will receive for leasing in bulk.
Project Needs Based on a Head Count
Determine what your ideal attendance is. Each piece of equipment is suitable for x number of people. You can get this information from your rental company. Projecting your needs and cost then is just a simple math operation. You can offset any unforeseen costs via cancellation charges and surcharges for attendees that arrive without RSVP’ing.
Shop Around and Negotiate
Since your booking equipment well in advance, you have time to shop around. Getting quotes from at least three companies will give you the context you need to make confident financial decisions. Multiple quotes may also give you the bargaining power you need to negotiate with a company that you prefer but may not be offering you the best rate.